Worcester Civic Center Commission rescinds $450,000 PWDS authorization, approves multiple repair and change‑order allocations

The City of Worcester Civic Center Commission on July 9 voted to rescind a prior $450,000 authorization to buy a portable weapons detection system and approved a series of budget reallocations and change‑order authorizations to address building repairs and construction coordination issues.

Matt Urban, the City of Worcester liaison, told commissioners the portable weapons detection system — a battery‑operated, Wi‑Fi device that is not bolted to the building — was classified by city staff as an operational expense rather than a capital purchase. "It was requested that Legends use their operating budget to make this purchase in lieu of the city's capital," Urban said. Amy Peterson of Legends Global told the commission the actual purchase price came in lower than the previously approved amount, at around $350,000. The commission voted to rescind the earlier $450,000 approval by voice vote.

The meeting centered on several facility problems stemming from aging equipment and unexpected construction conflicts. Urban described multiple rooftop units (RTUs) with failed compressors and obsolete R‑22 refrigerant, estimating initial repair needs at about $200,000 and noting the commission could increase that amount to address further failures. Commissioners agreed to authorize up to $250,000 for HVAC repairs to cover compressor replacements, refrigerant work and related electrical repairs. "RTUs, if well maintained, you could probably get 20 to 25 years out of," Urban said, adding that the Civic Center's units are roughly 30 years old and parts and lead times are increasingly difficult.

The commission also approved a $30,000 not‑to‑exceed allocation to replace two glass panes on the third floor — one visible from Major Taylor Boulevard and one at a roof‑level penthouse — a job that may require crane or lift access and police detail for roadway closures.

On the elevator modernization project, Urban reported coordination gaps between the electrical and elevator scopes discovered on an older elevator controller that lacks required recall functionality. He recommended a $75,000 change‑order authorization to cover necessary electrical work and circuit separation. Commissioners asked whether the change orders would affect the project completion date; Urban said they do not currently expect schedule impacts but that unknowns remain.

The most substantial single authorization was a not‑to‑exceed $500,000 allocation for relocating electrical conduits that conflict with the new arena structural rigging grid. Urban said an early investigative change order of $21,240 identified numerous conduit runs — some containing power, data and fiber — that must be removed or relocated so structural steel can be installed. He said initial contractor estimates have been as high as $471,240 but that on‑site investigation might reduce the final cost. "Getting them on‑site right away is the key to keeping the August 31 completion date," Urban said. Amy Peterson told the commission she has held September on the booking calendar to avoid conflicts while the work continues.

All motions discussed at the meeting were approved by recorded voice votes with commissioners present voting in favor. Commissioners asked staff to press contractors on schedule commitments and to provide detailed documentation for any requested change orders. Urban said the commission will revisit outstanding change orders and return any unused funds to the budget when amounts are finalized.

The commission also discussed fiscal context and asked that the city's chief financial officer attend a future meeting so commissioners can better understand where Civic Center funds originate and how they are allocated. The meeting adjourned with commissioners noting they will next convene in September.